Quick answer: Freeze the specification and approved sample, confirm production is complete, select cartons and units across the shipment, classify defects, test function and packaging, reconcile quantity, and issue a report with photos and a clear pass, hold, rework or reject recommendation. Sampling reduces risk; it does not prove that every unit is defect-free.
1. Freeze the inspection standard
Send the inspector the signed purchase order, drawings, material and color requirements, approved sample reference, packaging artwork, labels, carton marks, quantity and destination rules. Add measurable tolerances for dimensions, weight, finish and performance. If requirements exist only in scattered chat messages, consolidate them before the visit.
2. Inspect only when the order is ready
Confirm that production and export packaging are substantially complete and that cartons are available for random selection. An early visit can reveal process problems, but it is not a substitute for checking finished goods. Record the presented quantity and any units still unfinished or unavailable.
Pre-shipment inspection checkpoints
| Area | What to verify | Useful evidence |
|---|---|---|
| Quantity | Finished units, carton count, assortment | Count sheet and carton photos |
| Identity | Model, color, size, material, logo | PO-to-sample comparison |
| Workmanship | Critical, major and minor defects | Defect log with close-up photos |
| Function | Use, assembly, fit and safety checks | Test method, result and video |
| Packaging | Protection, labels, barcodes, carton marks | Open-carton and packed-unit photos |
| Shipping data | Carton size, gross weight and total CBM | Measured carton and scale photos |
3. Set sampling and defect rules before the visit
For consumer goods, buyers often use an agreed random-sampling plan and acceptance limits such as AQL. The appropriate inspection level and defect limits depend on product risk, order size, customer requirements and applicable regulations. Define critical, major and minor defects with examples. Safety-sensitive or regulated products may need specialist laboratory testing in addition to visual and functional inspection.
4. Test packaging for the real shipping route
Check retail packs, inner cartons, master cartons, moisture protection, fragile-product cushioning and carton closure. Scan barcodes from different cartons and compare labels with the SKU list. Measure carton dimensions and gross weight because these values affect freight quotations, warehouse receiving and Amazon FBA planning. See the FBA prep and shipping guide for marketplace-specific handoffs.
5. Convert findings into a release decision
The report should identify the factory or warehouse, date, order reference, presented quantity, sample size, checks performed, defect counts, photos and unresolved limitations. Do not treat a supplier promise to rework as closure. Request evidence, define whether a reinspection is required, and keep the balance-payment decision tied to the agreed remedy.
Use pass when the shipment meets the agreed criteria, hold when evidence or minor correction is pending, rework and reinspect when correctable defects exceed limits, and reject when critical risk or fundamental specification failure remains. The buyer makes the final commercial decision.
What to send a China QC agent
- Supplier name, address, contact and order number.
- Product links, specification, approved sample and defect examples.
- SKU quantities, packaging files, labels and carton marks.
- Required tests, sampling plan and acceptance limits.
- Shipping deadline, destination and balance-payment status.
YiwuBridge can coordinate quality control inspections, compare the result with your purchase requirements, document rework, and move approved orders into warehouse consolidation. For a new supplier, combine inspection with supplier verification.
Related sourcing guides
Read the 1688 supplier verification checklist, private-label packaging guide, and Yiwu sourcing workflow guide.